The AI virtual receptionist for veterinary centers

Yes. The Virtual Reception integrates with veterinary practice management software such as Snoots and Alcyon Dr.Vet: it reads each vet's calendar in real time, offers pet owners the free slots and books the visit directly in your software.

If the owner asks for a vet by name, the assistant searches only that vet's calendar; otherwise it offers the first available slot across all colleagues who provide that service. Consultations, vaccinations, check-ups and surgery are imported from your software with a "sync" button, so nothing is entered twice, and the reminders your software already sends go out after each booking. If your center uses a simple calendar, the assistant can work with Google Calendar or Outlook Calendar; with platforms that do not allow integration, it collects the request and passes it to your front desk.

When a pet owner describes an emergency, the Virtual Reception recognises the signs of urgency, stops the routine booking and immediately tells them what to do: go to a veterinary emergency service or come to the clinic, following your center's instructions.

If you have set it up, the assistant can also trigger an alert to your staff or pass the call to the on-call vet. It picks up urgency from what the owner says, for example that their dog has been hit by a car or that their cat has swallowed something and is unwell; like any receptionist, though, it cannot guess an emergency the owner does not express. It never gives clinical or first-aid advice: its job is to get the owner quickly to someone who can help the animal.

Yes. With the optional outbound calling module, the Virtual Reception contacts pet owners for periodic recalls such as vaccinations, and to confirm visits that are already booked.

The assistant calls a few days ahead: the owner confirms, reschedules or cancels, and the outcome shows up in the dashboard immediately, with any freed slot available again. If there is no answer after 2–3 attempts, a WhatsApp message can follow. Appointments to call come from your practice management software or an imported file. Periodic recalls require the owner's consent; for larger campaigns, involve your DPO and check the applicable opt-out register (in Italy, the Registro delle opposizioni). See the full process on the AI outbound call management page.

The Virtual Reception gives no veterinary advice: it handles opening hours, services, preparation and bookings, while questions about the animal's health stay with the vet.

During opening hours the assistant transfers the call to your staff; when the center is closed, it logs a callback request with the owner's name, number and a summary of the problem. If a photo of the animal or a wound arrives on WhatsApp, the assistant stops and does not analyse it: your front desk gets an email notification and replies to the owner directly. It can, however, repeat the preparation instructions you have entered, such as fasting before surgery. See how the channel works on the WhatsApp AI bot page.

The Virtual Reception does, including at night and on public holidays, for every call your veterinary center's phone system routes to it: typically after hours and when staff are busy with animals in the consulting room.

The assistant gives information on opening hours and services and books, moves or cancels visits. When a person is needed, it transfers the call to the right extension during opening hours; when the center is closed, it logs a callback request that your staff find highlighted in the dashboard until someone calls back. It works with VoIP phone systems through a dedicated extension and with traditional lines through call forwarding. In our experience, after a settling-in period many centers use it as the first point of contact around the clock, passing to staff only what really needs a person.

Yes. The Virtual Reception was designed for multiple locations and handles veterinary groups with several practices or clinics, each with its own opening hours, address, services and temporary closures.

If each site has its own number, the assistant already knows which clinic the owner is calling; with a single number, it asks which site they want to bring their animal to. Staff can be assigned to one or more sites and see only their own requests in the dashboard. The Pro plan adds advanced statistics and call routing to specific people or teams, and the cost per site goes down as the number of sites grows.

Yes. The data of pet owners and their animals collected by the Virtual Reception is processed in line with the GDPR, stored on Google Cloud Platform in Europe and handled by AI models running in Europe.

Conversations are not used to train any model, are encrypted at rest and can be read only by people who sign in to the dashboard with their own credentials. Your center chooses how long to keep them, for example one, two or three months, after which they are deleted automatically; phone call recordings are used only for technical checks and kept for no more than 7 days. The assistant always introduces itself as a virtual assistant, and Run2AI signs the agreement appointing it as your data processor. More details in the AI virtual receptionist FAQ.

The Virtual Reception for a veterinary center starts from €224 per month (excluding VAT) for the phone channel.

The quote has three components: a one-off activation fee (setup, testing and staff training), an annual or quarterly subscription, and usage above the 500 minutes of conversation included each month, roughly 350 calls. You activate only the modules you need, such as WhatsApp or vaccination recalls, and can add more later; for multi-site groups the cost per site goes down as the number of sites grows. Integration with your veterinary software is charged at a fixed price.

Activation usually takes 2–3 weeks, and you can start with a single site as a pilot after trying the free demo number on our website.